Applications are open until the advertisement expires or until the position is filled.

Scouts WA is an equal opportunity employer and embraces diversity in all forms, recognising and respecting differences in cultural backgrounds, race, sex, gender identity, sexual orientation, and disability. We are dedicated to creating an inclusive environment that reflects the diverse community we serve.

Scouts WA is a child-safe organisation and maintains a zero-tolerance approach towards any form of harm, abuse or neglect. All shortlisted candidates will be screened and must commit to our Vulnerable People Safeguarding Standard before commencement and throughout their employment with us.

About Scouts WA

Scouts WA is community-driven non-profit youth movement with a rich history dating back to 1908. As part of a global Scouting movement of over 57 million members, we take pride in our contribution to the personal growth of over 5,000 young people in Western Australia.

In everything we do, our team is committed to support each unique young person in reaching their goals, by providing enriching educational experiences, engaging recreational activities, and meaningful growth opportunities.

What's the role?

The Administration Assistant provides high-quality administrative and operational support across Scouts WA.
This role supports the Executive Assistant | Office Manager and contributes to effective office operations, professional documentation, and the smooth delivery of organisational processes.

What is the scope of responsibilities?

Administration Support

Provide efficient administrative support to ensure smooth daily operations.

Edit, proofread, and format organisational documents, letters, forms, and reports.

Manage the preparation, approval, and secure filing of documentation.

Maintain accurate electronic and paper records consistent with organisational standards.

Respond to enquiries via phone, email, MS Teams, and in person with professionalism and accuracy.

Prepare correspondence, notices, and communications.

Create and maintain digital forms and templates to support administrative efficiency.

Coordinate meetings and events including logistics, materials, and hospitality.

Support compliance by tracking document renewals and expiry dates.

Operations Support

Coordinate procurement and replenishment of office and kitchen supplies.

Monitor presentation, functionality, and safety of office spaces.

Support mail, courier, and delivery systems.

Assist in preparing documents, materials, and logistics for internal training and meetings.

Maintain registers, data entry, and organisational systems.

Provide administrative support to projects or initiatives as directed.

Undertake other duties consistent with the position classification and organisational priorities.

What skills and knowledge do you need?

Customer Service – Intermediate: Proficient in handling and resolving enquiries with professionalism and courtesy.

Communication – Strong: Clear and concise verbal and written communication tailored to diverse audiences.

Digital Literacy – Strong: Proficient in Microsoft 365 (Word, Excel, Outlook, Forms) and adaptable to new digital systems.

Financial Literacy – Intermediate: Understanding of and ability to interact with financial tools and products.

Data Management – Strong: Accurate data handling ensuring integrity, confidentiality, and compliance with privacy standards.

Organisation – Strong: Effectively prioritises tasks, manages deadlines, and maintains a structured approach to work.

Regulatory Compliance – Intermediate: Understanding of compliance, data protection, and legal requirements with ongoing learning commitment.

Information Management Systems – Intermediate: Working knowledge of databases or membership systems (e.g. Salesforce).

Scouting – Beneficial: Understanding of the Scouting movement and values is beneficial.

Qualifications and Experience

Essential

Demonstrated experience providing administrative support in a busy office environment.

Strong editing and proofreading skills.

High level of computer literacy and experience creating digital forms.

Excellent interpersonal and communication skills.

Proven ability to manage competing priorities and meet deadlines.

Ability to maintain confidentiality and handle sensitive information.

Desirable

Experience working in a not-for-profit or membership-based organisation.

Familiarity with compliance processes (WWCC, NPC).

Current driver’s licence (for occasional errands).

Inherent Requirements and Safeguarding

All Scouts WA staff share responsibility for maintaining a safe, inclusive, and professional workplace.
The following requirements are inherent to this role:

Commit to Scouts WA’s mission, purpose, and values.

Adhere to Scouts Australia’s Code of Ethics and Conduct for Adults in Scouting.

Maintain valid Working with Children Check and National Police Clearance.

Complete required safeguarding and Work Health and Safety (WHS) training.

Participate in performance and feedback discussions.

Comply with organisational policies and confidentiality standards.

Undertake occasional physical tasks such as bending, lifting, or carrying light items in the course of office duties.

Abstain from alcohol and prohibited substances during work or Scouting activities unless authorised.

Occasionally work flexible hours (early mornings, evenings, or weekends) to support business needs.

Uphold Scouts WA’s zero-tolerance approach to bullying, abuse, and neglect.

If you would like to learn more about Scouts Australia, here is our Youth Program:

https://youtu.be/JqZiPJL8iHk